One of your goals as an employee should be to stand out and dare to be different. To achieve this, you must be proactive and you are on your way to becoming your boss’ favourite, especially when you focus on what you are asked to do and complete it on time before the need to request arises and write a work completion email to your boss. Completing your work accurately and on time is a reflection of your ability to work according to specification and your commitment to your company. It also puts you across as one who is intentional with meeting deadlines. That way, your boss can rely on you and you will always be preferred.
Be that as it may, finishing your work beforehand is not all there is, you must take a further step to inform your boss of your prowess by sending him a work completion email, however, it wouldn’t be a one-line email such as “Dear Sir, I have completed the task you assigned to me yesterday“. As much as this is a summary of what you want to get across, you definitely need more than that to communicate the work completion email of the task assigned. Your work completion email should be written more extensively, letting him know that you have completed the project he entrusted to you.
Important Points in Writing Work Completion Emails
So how do you write a work completion email? By following the points below:
Mention the Topic of the Project or Task
A simple, yet comprehensive way to write a work completion email is to start off by mentioning the topic of the project or task, then let your boss know that the document bearing the completed project has been attached (word, excel, or PowerPoint presentation, depending on the best application suited to the project); bearing in mind that, such attachment must contain the complete result of the given project.
A longer and more expressive way is to write a work completion email is to:
Provide all necessary information to point out why you are writing the email. For example, start with the name of the project or task, your team and the date the task was given. You can also state the goal of the project as explained to you and the target of the task.
Summarize the Performance Goal
Give a short summary of the performance goal. This applies to those projects that may have taken a long time to complete. Sometimes, tasks are assigned and bosses may forget until the result is needed. Or in cases where a different decision was taken on the project at the managerial level but your boss forgot to intimate you of the new decision. Where this is the case, the priority of the project may have dropped and therefore his mind may need to be joggled about it.
Refer to the timeline given for the task and state whether you are ahead or behind schedule. For tasks with deadlines, this is of utmost importance because sometimes, not blowing your trumpet leave you sidelined.
So, where you are ahead of the deadline given to you by your boss then let him know that you completed the task within a shorter period than was expected. Likewise, if you are behind the stated time, give cogent reasons why so that he understands and doesn’t think you are unreliable. For example, if you were supposed to use the public library for research, but the period fell during public holidays when the library was closed, let him know this so that he gets the picture as that is a situation entirely beyond your control.
Credit Colleagues Who Helped You
If you were helped by some other employees or team members, you can state this in your work completion email and mention their name so that if he learns of this later, he will not be surprised and you would have shown that you are an honest person by not taking all the good remarks for yourself; especially when the project was done to his satisfaction. Employees talk a lot and you don’t know when the fact that you were helped may get to him.
Explain Any Challenges You Faced
Did you face any challenges whilst carrying out the project? If yes, do state it in your work completion email, though briefly. It is necessary to do this because where your boss is aware of the challenges faced, if such task arises again, he may be able to proffer solution to the challenges you faced so that it becomes easier to do, thereby resulting in a lesser completion period.
Give the Result of the Task
Give the result of the task as expressive, extensive, and comprehensive as possible. Check all your notes and jotting pads so as to include every detail. If you require the use of charts, graphs and tables, perfect it all before you send the work completion email. Make it a neat and tidy work that, if put in your manager’s shoes, you will be extremely proud of yourself. Ask yourself, have I done justice to this project? You may want to go back to the instruction given so you can ensure that all questions posed have been answered.
Ask for Feedback
Last but not the least; keep your work completion email straightforward and professional. In addition, ask him to give you feedback and effect any change(s) necessary.
Still feel the need to sight an example, here’s one.
Work Completion Email Sample
Subject: Completed Tetrazine Project Dear Mr. Green, With regard to the Tetrazine project assigned to me on the 20th of February, 2018, please find the completion report attached. I managed to finish the project within the specified period and I can say you will be pleased with the result. However, completing this project wasn’t without its own challenges but all team members, (especially Sarah James and Nicole Anderson) gave their support to ensure that the project was quickly completed. Having said that, I would be glad to know your feedback after you must have perused the report so that if any change(s) is required, I can get to it immediately. I mustn’t forget to mention my sincere appreciation for your support throughout the time of the project. Were it not for your constant mentoring, I would be so lost and oblivious of how to proceed. In the absence of any changes, I am always available for another project where my skill and expertise is required. Thank you again. Sincerely, Emma Winifred Sales and Marketing Department Attached: Tetrazine Project Report (xls)